Record keeping, while important to any business, can become a nuisance without the incorporation of storage containers to help in the process. Information is the lifeline for most businesses and other types of offices these days, so organization and record keeping can often be critical to success in your workplace. It’s not always an easy job. There are often large amounts of files that have to be preserved. Space can be an issue and the security of your documents is extremely important. A.B. Richards can provide you with portable storage containers that are the perfect place to store your business records. We also want to give you some record keeping tips to make sure you get the most out of our products.
Preparing Your Business Records
Before you even think about storing your records, it’s vital that you make sure that they’re all in proper order. This is particularly important for documents you’re required to keep for legal or tax purposes. The IRS advises that you should keep detailed and accurate records that identify all of your sources of income and property, as well as deductible expenses. You should monitor the progress of your business to see if it’s improving and to see what items are selling and what needs improvement. Your records should reflect that information. Financial statements should be in order and should include income statements, which include profit and loss and balance sheets. You need to hold on to your tax returns and make sure they’re properly prepared and you must keep and store all of the information that supports what you claim on your tax forms.
Good Record Keeping Means Proper Storage; Proper Storage Means Secure Storage Containers
Once your records are in good working order, you must take steps to ensure they’re stored properly. Remember, you may be holding onto some documents for a very long time. According to the New York State Archives website, you should carefully plan to set up your record center. Figure out how you’ll arrange shelving and what your system will be for locating and retrieving records. Although it’s important to maintain detailed records, less can be more. Don’t keep duplicate copies of documents unless it’s necessary. You also need to figure out how to secure your storage area.
A.B. Richards’ 20-foot portable containers are a great option for taking care of all of these issues. They’re large enough to handle your record keeping needs but small enough to keep on your work site without taking up too much space. They’ll also secure your documents. The units are made of 14-gauge steel and contain 1 3/8-inch hardwood floors. The containers are secure and provide easy access with two large doors which can be padlocked.
Using Storage Containers to Protect Your Records from Weather and Climate Damage
Another important consideration for record keeping is protecting them from the elements. According to the National Archives, storing papers in lower temperatures will help them last longer. They recommend keeping the temperature below 75 degrees Fahrenheit in your storage area. You also need to keep records dry, so they suggest keeping humidity below 65 percent which will prevent mold growth and reduce insect activity. Try not to store records near damp areas or places that are prone towards leaks and flooding. If possible, keep records on shelves or high off the ground.
At A.B. Richards, all of our storage containers are weather and fire resistant. You won’t have to worry about storms, hurricanes blizzards or extreme heat. If you’re looking for even more space than what’s provided by 20-foot containers, we can also provide you with 40-foot long storage units or our 40-foot jumbo containers which provide you with an extra foot of overhead space. Whatever you need to keep your records secure and organized, we can provide it.
To get started, contact A.B. Richards today.